2025-06-17 ACCESS EC Meeting Agenda & Summary

(v) indicates a voting member

Decisions made during the meeting:

Agenda

Additional Agenda Items

2. Supplement Update - John T (5 mins)

   1. Last week we received our notification that the supplement came in

   2. NSF added two additional terms and additions

      1. agree not engaging individuals in groups

      2. 15% FnA cap that is being litigated now - while they cannot impose the cap now they will enforce it back to the beginning of the award

   3. This is not an acceptable addition for U of I - and U of I is part of the litigation

      1. they will not process supplement until this is resolved

   4. Effectively we do not have the supplemental funds

      1. Atlassian renewals, Google workspace licenses jumped 20%, and other renewals - $62865

         1. are licenses considered capital software? no - they are services so we pay overhead

      2. Conferences - things involving travel are being held

      3. SDSC found a way to pay for their renewals

   5. SDSC is not processing their supplements

   6. Has the hotel been signed yet? no

   7. Jeremy Fischer 1:14 PM
      Jetstream2 latest supplement from last week had the same language — and we’re in the same place

   8. Joseph White 1:15 PM
      We got an REU supplement - the email had the same text but the referenced policy excludes supplements. Our university accepted the money.

   9. from Amit: Association of American Universities v. National Science Foundation, 1:25-cv-11231 - CourtListener.com

   10. John email team for possibly splitting cost

   11. Stephen touching base with his university

3. EAB virtual meeting agenda - Confirmation - Chuck P (5 mins)

   1. https://access-ci.atlassian.net/wiki/spaces/ACP/pages/1344176144

      1. EAB meeting this Friday

      2. Stephen has agreed to present

         1. Here’s the outline of my presentation. I’d greatly appreciate assistance with bullet #2 (a few bits of information from each team on their involvement with students)

            Open

            

            As well as help with discussion on the last bullet

      3. Will accept additional presenters

         1. Need someone to lead: “Lessons Learned from ACCESS - EAB Perspective”

         2. EC says it is OK for Chuck to present

      4. Need to approve agenda

         1. Approved

4. Discussion about Badges comments from NSF during quarterly meeting - Amit (5 mins)

   1. wondering about Sharon’s input on the Badges - do we need to ask for clarification?

   2. Discussion - who is part of community - who are RPs

5. Communications SC Interim Report (10-15 min)

   1. Dina Meek
      - to be rescheduled for a future date

6. Topic: reviewing our NSF feedback and aggregating it with all team PY4 plans to create priorities and action items for the EC in PY4

   1. please see the 6 documents in the June 2025 Quarterly meeting directory that contain data from the Slido questions asked during the session last week: https://drive.google.com/drive/u/0/folders/108SNI0YEwE_0wJx6KmwRDDRJSX40KWGE

      In particular, call your attention to:

      • In your own words, "What is ACCESS?" 

      • How can ACCESS improve to better serve our end users and stakeholders?

      • What ACCESS data would be valuable for developing a strategic plan? 

      • How can ACCESS improve internally/operationally?

   2. Could the ACCESS EC prioritize 3 (to 5) items to focus on for 4th Quarter

      1. who are the Resource Providers should be one of them

      2. Pick 2 more

      3. Assign leads or co-leads to them

      4. possibly we are seeing a set of new people - people who are far less experienced or exposed to HPC - don’t know UNIX, don’t know command prompt, etc.

         1. this aligns with governmental focus as well

         2. this aligns a bit with community colleges as well

      5. You can't segment users any finer without needing a lot more expenditure

      6. What is ACCESS - https://docs.google.com/document/d/17tUoj0UEMOgC0rNBN-VisgRI5Vvdh-_-tx3hE-Q2174/edit?tab=t.0

         1. ACCESS is the RPs - end hardware and compute

         2. … the place where you go to get access to these systems + training, documentation, and resource sharing

         3. What is ACCESS

         4. Who are the users

         5. Who are the RPs

         6. What is messaging

         7. What are the goals and metrics that we currently have or need - does this align with those efforts - collect info on how that changes over this year

            1. Community colleges now + users

            2. Make intentional efforts

            3. Monitor how data changes over time

         8. We have goals but we don't yet have program-wide metrics

            1. they are in progress: https://access-ci.atlassian.net/wiki/spaces/ACP/pages/1131380745

      7. Do we have recidivism issues? Is there a consistent reason?

      8. Resolution - fits with recommendation - What is ACCESS and Data Driven decisions

         1. Define ACCESS

         2. Collect Data to inform

            • Users - who is here, who is not and should we go there

            • RPs

            • Messaging

         3. @Stephen Deems (Unlicensed) - may I place this in the decisions made record?
            
            

EC Program Milestone Tracking

Quarterly and Annual Meetings To Do Follow Ups

Misc Topics:

Next EC Meeting: 24th June 2025

Reference:

Risk Register: https://access-ci.atlassian.net/jira/core/projects/RR/board

Project Change Request: https://access-ci.atlassian.net/jira/core/projects/PCR/board